Assistant Events Coordinator

DescriptionDepartment: OperationsJob Status: Full-timeFLSA Status: Non-ExemptReports To: Events CoordinatorWork Schedule: Days, nights, weekends, some holidaysAmount of Travel Required: MinimalPositions Supervised: Student and seasonal workersPOSITION SUMMARYThe Assistant Events Coordinator supports the Events Coordinator in all aspects of the job, including acting as a point of contact for the scheduling, planning, organization, and management of events that take place on the Benedictine College campus. Functions as a college representative to internal and external groups who utilize any college facility for an event. Assists in chairing the Event Management Committee to ensure college facilities are properly set-up and equipped for each event, the event is staffed accordingly, and monitors the logistics of these events.The Assistant Events Coordinator should have a love for special events, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Must have excellent communication skills, attention to aesthetic detail, understanding of Benedictine hospitality, be able to multitask, think creatively, think on their feet, and troubleshoot problems.The Assistant Events Coordinator must have the ability to visualize an event from start to finish including the steps that need to be taken to successfully accomplish the event. Must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision. Responsible for coordinating the requests of internal and external groups utilizing College facilities including being physically present on campus before, during, and after events.ESSENTIAL FUNCTIONS1. Event PlanningComplete Event Request Forms submitted by internal and external groupsManage all campus events in our facility usage management systemUpdate campus master calendar and posted room usage schedulesCoordinate appointments to see the campus facilitiesProvide assistance and information to faculty, staff, student and outside groups regarding facility use and capabilitiesMaintain contact with clients via telephone, e-mail / written correspondence, or personal meetingsRepresent college in public relations / liaison capacity on matters relating to events and at departmental meetingsRecommend to Event Management Committee approval or denial of facility usage for specific eventsAssist with usage agreement negotiations for external groupsAggressively gather information on each event to achieve quality results2. Event Set-upCreate and revise room layouts for each event as neededFinalize event requirements including table arrangements and number and nature of support personnel needed such as housekeepers, security guards, food service personnel, etc.Coordinate usage of audio-visual equipment and other IT requests with A/V and IT support personnelCreate housing assignments and maintain accurate occupancy records for event groupsProvide hotel level service for overnight guests and serve as conciergeOrganize, distribute, collect, and secure all residence hall room keysInspect residence halls and other meeting areas used by guests before and after each usageCoordinate physical maintenance of event spaces as requiredPrepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc3. Event Management / Follow-upConduct efficient registration processes for each event groupEnforce applicable college regulations and policiesMake or arrange for last minute adjustments in room or equipment setupAttend events to facilitate logistics and respond to last minute requests, emergencies, problems, etcEnsure all aspects of events are implemented and controlled…